電子檔案上傳作業說明 Guide to ETDS File Conversion and Service Workflow

Transcription

1 電子檔案上傳作業說明 Guide to ETDS File Conversion and Service Workflow 更新日期 :2018/04/10

2 目錄 I. Guide to ETDS File Format... 1 File Format... 1 II. MS Word Format for E-Theses and Dissertations... 1 MS Word File Format... 1 Picture Format... 2 The Use of Special Symbols... 2 III. Notes before converting to PDF format file... 2 Anti-virus scanning... 2 Multiple Word files combination... 2 Special issues... 3 File conversion software... 3 IV. Pagination for multiple Word files combined... 3 Pagination steps... 3 V. File Conversion Workflow... 5 File Conversion... 5 File Name... 5 Watermark Inserting... 6 Document Properties Settings... 8 Document Security Settings (Adobe XI)... 9 Checklist for uploading your PDF file VI. Submission Login ETDS Basic Information of your thesis/dissertation Committee Members Uploading the Thesis/Dissertation file Authorization VII. Verification Notice I

3 I. Guide to ETDS File Format File Format MS Word 2003 or higher is recommended for writing theses. Do not change the default settings to ensure the correct PDF file conversion. The NCKU watermark is necessary to be added in the E-theses. Please set document security for the PDF file to prevent copying and editing. The PDF file can be indexed properly in the full-text search service. II. MS Word Format for E-Theses and Dissertations MS Word File Format MS Word file Format, please refer to Guidelines on Writing Dissertations for Ph.D. and Master s Students(Curriculum Division ext ) Font Settings To avoid the text not being properly presented during PDF file conversion. The following fonts are recommended. Chinese font: 標楷體 細明體 新細明體 English font: Times New Roman Arial Arial Black Arial Narrow Bookman Old Style Comic Sans Ms Courier New If your paper is not written using the above-mentioned fonts, your E-Theses may not be able to provide full-text search services! 1

4 Picture Format To avoid errors during the file conversion process, please use the.gif and.jpg picture formats. Please avoid the.bmp format. If there are other formats, please convert other picture formats into the.gif and.jpg formats so that the size of the E-These will not be too big. The Use of Special Symbols If you need to insert special symbols into your thesis/dissertation, please be sure to use the Symbol font. If the symbol that you need does not exist in the Symbol font, it is recommended to use the Microsoft formula editor in Word for editing. III. Notes before converting to PDF format file Anti-virus scanning Please use anti-virus software to scan if there are viruses in the original thesis/dissertation. Go to next step after scanning. Multiple Word files combination If the thesis consists of different Word files, please combine these Word files into one file and renumber the page numbers before PDF file conversion. Please convert the entire thesis/dissertation as one single file, and make sure the file contains all the content of your thesis/dissertation (including cover, oral defend certificate, acknowledgements or forward, Chinese and English Abstract, table of contents, charts and index, main text, 2

5 references, and appendix) and the pagination is consistent with the print thesis. Special issues If you create a new word, please copy the C: \ windows \ eudc.euf and eudc.tte file into the computer which you are ready to convert files. File conversion software Please make sure the file converting software is Acrobat 9.0 or higher. Adobe Acrobat: Please log in NCKU Computer & Network Center ( ) to download Adobe Acrobat software(campus Authorization) to convert your MS Word thesis to PDF format. IV. Pagination for multiple Word files combined Pagination steps After combining multiple word files into one single file, please adjust the page order and pagination so that they are the same as the print thesis. If you have any questions about the pagination, please follow the steps below. For MS Word from 2010 to 2016 Please move the cursor to the last line of the last page you are going to separate (For example, if the main text, numbered in Arabic numerals, begins from page 11, while the first 10 pages are numbered in Roman numerals, please go to the last line of page 10.) (1) Select toolbar: Page layout Breaks Section Breaks Next Page 3

6 (2) Insert Page number Bottom of page 2 Finish If your thesis is separated into multiple parts, you can repeat the steps above to paginate. 4

7 V. File Conversion Workflow File Conversion Converting E-Thesis file into PDF ( 一 ) Using MS Word (2010 or higher) : MS Word can save files as PDF s directly. Please select File Save as Save as type PDF. ( 二 ) Using Adobe Acrobat : Open the MS Word e-thesis file on a computer with Adobe Acrobat, and select File Print Adobe PDF. File Name Do not use Chinese file names. File names can not contain full-width spaces or some special characters, such as ~. * / \ ( ) + [ ] {}, otherwise errors will occur when uploading to the database. Save the PDF file on the Desktop, and click the PDF file to check if the file can be opened. If the file opens directly, then the conversion process is finished. 5

8 Watermark Inserting After file conversion. Please insert watermark to the PDF file. Please do not change the size of the watermark in order to keep the quality consistency ( 一 ) NCKU watermark: Please download the NCKU watermark image file into your local computer( 6

9 Acrobat XI Adding the watermark to PDF file(acrobat XI) Please refer to the screenshot below to set up step by step: 1. Open your PDF file Tools Pages Watermark Add Watermark 2. Select File Browse, and select the NCKU watermark file Opacity > stays 100% Scale relative to target page > Do not select Location > Select Appear behind page Position > Vertical/Horizontal Distance select Center then select OK to save all these settings. 7

10 Document Properties Settings Open your PDF file File Properties Description tab; Or Hotkey Ctrl+D Description label Under the Description label, key in the title of your thesis in the Title field(you can choose either Chinese or English title if both of them are to be entered, insert a blank between) 8

11 Document Security Settings (Adobe XI) Please refer to the screenshot below to set up security settings. Open your PDF file File Properties Security tab; Or Hotkey Ctrl+D Security label Security Method select Password Security (1) DO NOT select Require a password to open the document (2) Under Permissions: (i) Select Restrict editing and printing of the document (ii) Printing Allowed: Select High Resolution (iii) Change Allowed: Select None (iv) Select Enable text access for screen reader devices for the visually (v) Change Permissions Password Key in your personal password OK (vi) Document Open Password key in your password again OK 9

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13 Checklist for uploading your PDF file 1. Is the entire thesis converted into a single PDF file? 2. Can the PDF file be opened normally? 3. Is the number of pages same as that in print thesis? 4. Does the textual content display normally? 5. Has the watermark been added? Does the watermark fail to display? 6. Does the Description and Security settings complete? 7. DO NOT select these two options use password to open PDF and no printing in the Security setting. 8. Does the format (such as the font) remain the same after conversion? 11

14 9. Please refer to Checking notice before submission. 12

15 VI. Submission Login ETDS ID/Password Check your student ID and password (the same as NCKU Portal )before login, if there is any question about the ID/password, please contact the Computer and Network Center: #61010 Login from NCKU library webpage or you can log in directly using Basic Information of your thesis/dissertation Entering the Basic Information of your thesis/dissertation 1. Please follow the instructions in each field, and fill in the basic 13

16 information of your thesis/dissertation.(opening MS Word file to copy/paste is advised) 2.If you find your thesis/dissertation information is not complete, click Save and the system will keep the information you have entered. Please remember to continue your submission within 30 days. Otherwise, the information you have entered will be deleted! 3. Click Next when you finish entering the basic information. 14

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18 Committee Members Please fill in the information of your committee members(includes Advisor) 1. There are three Committee Members by default, if there are more than three committee members, click Add Committee Members to add more Committee fields. 2. If the Title of Committee Members is not in the drop-down menu, please us and we will create a new title for you. 3. The Chinese name and the title of the committee must be filled in. 4. After completing the information above, please click Next. 16

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20 Uploading the Thesis/Dissertation file 1. Please upload the final single file you have completed. 2. Upload the complete PDF file, click Browse select the right file click Upload click Next. After the file is uploaded, the system will automatically rename it. Authorization If you need to apply for patents, please select Yes. (steps as screenshots below) 18

21 Step 1. Yes Next Step 2. Release date of your electronic thesis/dissertation Within Campus: Step 3. Release date of your electronic thesis/dissertation Outside Campus: Select one of the options and fill in the related information or date at next page 19

22 Step 4. After filling in the information, select to Next page 20

23 Step 5. Authorization for your Print thesis/dissertation. If you do not need to apply for patents, please select No. (steps as screenshots below) Step 1. No Next 21

24 Step 2. Release date of your electronic thesis or dissertation Within Campus: Step 3. Release date of your electronic thesis or dissertation Outside Campus: Select one of the options and fill in the related information or date at next page 22

25 Step 4. After filling in the information, select to Next page Step 5. Authorization for your Print thesis/dissertation. 23

26 Submitting for Verification After all the above-mentioned processes are completed, please click Proceed the submission immediately. If you find that your thesis has insufficient information, click Save, the system will keep the information you have entered, Please remember to continue your submission within 30 days. Otherwise, the information you have entered will be deleted! Click Confirm, and when the window Your thesis/dissertation is submitted. shows up. It means you have successfully submitted your thesis for verifying! 24

27 VII. Verification Notice It will take about 3 working days for the ETDS Groups to complete the verification process. We will notify you about the result via which you fill out in the ETDS System. Disapproved Please refer to the for the disapproved reasons, and then submit your files again after correction. Approved The Copyright License Agreement will be attached to the approval notification . After printing out and signing the Agreement by you and your advisor, please log in NCKU Portal ( ) to print "Graduation Procedure Form", and then bring the signed Agreement and printed thesis/dissertation to the library for the graduation process. Contact If there is a problem with the file conversion, please contact the Library Reference Desk to borrow a computer to convert files. Regarding E-theses submission or verification questions, please contact the Digital Thesis group. Tel : (06) # etds@ .ncku.edu.tw 25